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For Resource Creation (Mono Record)

This section guides you through the procedure for the creation of a workflow to create a new resource with a unique record.

Declare a Workflow​

This workflow is made of four activities:

  1. ActionWithRefine: sends the creation request with a possibility of delegation.
  2. PersistOnlyResources: saves the collected data to the repository without triggering provisioning.
  3. ReviewWithFeedback: reviews the creation request with the possibility of getting feedback from another user.
  4. Persist: saves the collected data and triggers provisioning.

The example below creates a workflow to create a new worker.


<Workflow Identifier="Directory_User_NewInternal" DisplayName_L1="User - New Employee" VariablesType="Workflow_Directory_User">  <Activity Identifier="Request" DisplayName_L1="Request" Template="ActionWithRefine" />  <Activity Identifier="PersistDraft" DisplayName_L1="Draft Creation" Template="PersistOnlyResources" />  <Activity Identifier="Review" DisplayName_L1="Review" Template="ReviewWithFeedback" />  <Activity Identifier="Persist" DisplayName_L1="Commit" Template="Persist" /></Workflow>

Create Forms​

The XML configuration below represents the creation of a form that defines the elements to display in the workflow.

Here we create two structured forms: the preliminary one is called inside the main one, and the main one is to be called in our final workflow form.


Preliminary form for user data:
<Form Identifier="Workflow_Directory_User_NewInternal_PersonalData" EntityType="Directory_UserRecord">  <Control DisplayName_L1="Personal Data" OutputType="LayoutFieldset">    <Control DisplayName_L1="Full Name" OutputType="LayoutRowset">      <Control Binding="LastName" IsRequired="true" />      <Control Binding="FirstName" IsRequired="true" />    </Control>    <Control DisplayName_L1="Phone Numbers" OutputType="LayoutRowset">      <Control Binding="PhoneNumber" />      <Control Binding="MobileNumber" />    </Control>    <Control DisplayName_L1="Photo" OutputType="LayoutRowset">      <Control Binding="User.Photo" InputType="Image" />    </Control>  </Control>

Preliminary form for user's contract data:
<Form Identifier="Workflow_Directory_UserRecord_NewInternal_Contract" EntityType="Directory_UserRecord">  <Control DisplayName_L1="Contract" OutputType="LayoutFieldset">    <Control Binding="UserType" IsRequired="true" />    <Control Binding="ContractStartDate" IsRequired="true" />    <Control Binding="ContractEndDate" InputType="Date" AddedMinutes="1440" />  </Control></Form>

Preliminary form for user's position data:
<Form Identifier="Workflow_Directory_UserRecord_NewInternal_Position" EntityType="Directory_UserRecord">  <Control DisplayName_L1="Position" OutputType="LayoutFieldset">    <Control Binding="Title" />    <Control Binding="Organization" />    <Control Binding="Site" />    <Control Binding="PositionStartDate" />    <Control Binding="PositionEndDate" />  </Control></Form>

Main form for all data:
<Form Identifier="Workflow_Directory_User_NewInternal" EntityType="Directory_UserRecord">
  Section calling the preliminary form for user data:
  <Control OutputType="TransformImport" EmbeddedForm="Workflow_Directory_User_NewInternal_PersonalData" />
  Section calling the preliminary form for contract data:
  <Control OutputType="TransformImport" EmbeddedForm="Workflow_Directory_UserRecord_NewInternal_Contract" />
  Section calling the preliminary form for position data:
  <Control OutputType="TransformImport" EmbeddedForm="Workflow_Directory_UserRecord_NewInternal_Position" /></Form>

After creating a workflow with given activities, it is necessary to create the form to be displayed when launching the workflow. It has the type corresponding to a resource's creation with one record, i.e. WorkflowCreateRecordEntityForm and it must specify the workflow's context (the entity type of the involved resources, the main property, the activity when the form is called, etc. see more details):


<WorkflowCreateRecordEntityForm Identifier="Workflow_Directory_User_NewInternal" EntityType="Workflow_Directory_User" MainProperty="Workflow_Directory_User:Directory_User" RecordProperty="Directory_User:Records" WorkflowRequestType="Self" Activity="Directory_User_NewInternal:Request" FormTitle_L1="New Employee"/>

A WorkflowCreateRecordEntityForm requires the following child elements:

  • MainControl that defines user's data;

<WorkflowCreateRecordEntityForm Identifier="Workflow_Directory_User_NewInternal" EntityType="Workflow_Directory_User" MainProperty="Workflow_Directory_User:Directory_User" RecordProperty="Directory_User:Records" WorkflowRequestType="Self" Activity="Directory_User_NewInternal:Request" FormTitle_L1="New Employee"/>
  <MainControl OutputType="LayoutContainer"></MainControl>
</WorkflowCreateRecordEntityForm>

The MainControl attribute is here an empty container because we configure all personal data, contracts and positions as records to be able to anticipate changes for example. The line with the empty MainControl is not mandatory.

  • RecordControl that defines record data, and calls the form created previously.

<WorkflowCreateRecordEntityForm Identifier="Workflow_Directory_User_NewInternal" EntityType="Workflow_Directory_User" MainProperty="Workflow_Directory_User:Directory_User" RecordProperty="Directory_User:Records" WorkflowRequestType="Self" Activity="Directory_User_NewInternal:Request" FormTitle_L1="New Employee">  <MainControl OutputType="LayoutContainer" />
  <RecordControl OutputType="TransformImport" EmbeddedForm="Workflow_Directory_User_NewInternal" />
</WorkflowCreateRecordEntityForm>

UI Form

Add a summary (Optional)​

Another child element RecordSummaryControl can be added to insert a summary part, i.e. the form used after the workflow execution to show some values, most of the time those affected by the workflow, typically the properties editable in the workflow or generated properties. So in our situation, it displays the EmployeeId and Mail attributes that the workflow just computed:


Summary form:
<Form Identifier="Workflow_Directory_User_New_Summary" EntityType="Directory_UserRecord">  <Control DisplayName_L1="Important Information" OutputType="LayoutFieldset">    <Control Binding="UserIdentifier" />    <Control Binding="Email" />    <Control Binding="Login" />  </Control></Form><WorkflowCreateRecordEntityForm Identifier="Workflow_Directory_User_NewInternal" EntityType="Workflow_Directory_User" MainProperty="Workflow_Directory_User:Directory_User" RecordProperty="Directory_User:Records" WorkflowRequestType="Self" Activity="Directory_User_NewInternal:Request" FormTitle_L1="New Employee">  <RecordControl OutputType="TransformImport" EmbeddedForm="Workflow_Directory_User_NewInternal_Base" />
  <RecordSummaryControl OutputType="TransformImport" EmbeddedForm="Workflow_Directory_User_New_Summary">
</WorkflowCreateRecordEntityForm>

UI Summary

Assign the Right Permissions​

Some profiles must get specific permissions so that the workflow is visible and usable by the right users. Read about workflows' permissions.

Below is an example of an access control rule where the Administrator profile gets the permissions for the whole creation request and review from the previously created workflow:


<AccessControlRule Profile="Administrator" EntityType="Workflow_Directory_User" Identifier="Administrator_Workflows_Directory_User_Internal*" DisplayName_L1="Administrator_Workflows_Directory_User_Internal*">

  Permissions for the Request activity:
  <Entry Permission="/Custom/Workflows/Directory_User_NewInternal/Request/ActionPending" CanExecute="true" />  <Entry Permission="/Custom/Workflows/Directory_User_NewInternal/Request/Aborted" CanExecute="true" />  <Entry Permission="/Custom/Workflows/Directory_User_NewInternal/Request/Purged" CanExecute="true" />

  Permissions for the Review activity:
  <Entry Permission="/Custom/Workflows/Directory_User_NewInternal/Review/ReviewPending" CanExecute="true" />  <Entry Permission="/Custom/Workflows/Directory_User_NewInternal/Review/RefinePending" CanExecute="true" />  <Entry Permission="/Custom/Workflows/Directory_User_NewInternal/Review/Aborted" CanExecute="true" />  <Entry Permission="/Custom/Workflows/Directory_User_NewInternal/Review/Purged" CanExecute="true" /></AccessControlRule>

Create Menu Items in the UI​

Menu items must be defined to make the workflow accessible in the UI.

Creating a new resource, an interesting location for this workflow could be the users list page.

Workflow Menu Items - Users List

To create a menu item here for the new workflow, you can add the following XML configuration to the existing menu items list:


<MenuItem Identifier="Menu_Search_Directory_User" DisplayName_L1="Menu">  ...
  <MenuItem Identifier="Menu_Search_Directory_User_NewInternal" DisplayName_L1="New Employee" IconCode="AddFriend" Workflow="Directory_User_NewInternal" /></MenuItem Identifier="Menu_Search_Directory_User" DisplayName_L1="Menu">

Add Aspects​

For each workflow, it is possible to add aspects according to the workflow's purpose.

Homonym Detection (Optional)​

To perform a homonymy check on a workflow and thus prevent user duplicates, read how to configure a homonym detection.

When using records, the homonym detection displays the list of records and not just the list of users.

Below is an example where a homonym entity link, based on the user's name, is called in the workflow form:


Homonym detection:
<HomonymEntityLink Identifier="Homonym_Directory_UserRecord" FormEntityType="Directory_UserRecord">
  <Filter
    Property1="FirstName"
    Property2="LastName"
  />  <Filter
    Property1="FirstName" ComparisonProperty1="LastName"
    Property2="LastName" ComparisonProperty2="FirstName"
  />  <Filter
    Property1="FirstName"
    Property2="LastName" ComparisonProperty2="BirthName"
  /></HomonymEntityLink>

Partial form for user data:
...
<Control DisplayName_L1="Personal Data" DisplayName_L2="Informations personnelles" OutputType="LayoutFieldset" HomonymEntityLink="Homonym_Directory_UserRecord">  <Control DisplayName_L1="Full Name" DisplayName_L2="Nom complet" OutputType="LayoutRowset">    <Control Binding="LastName" IsRequired="true" />    <Control Binding="FirstName" IsRequired="true" />  </Control></Control>...

UI Homonym Detection

Customize the Display Table (Optional)​

To configure a display table different from the default one provided by Usercube, read how to configure a display table.